Grants and Contracts Financial Coordinator

CITY OF MILTON•Milton, FL

1d•$24 - $30•Onsite

About The Position

The Grants and Contracts Financial Coordinator is responsible for financial oversight, budget monitoring, and accounting administration of City grants and contracts. This position ensures accurate financial tracking, compliance with funding requirements, timely reimbursement processing, cost analysis, and audit readiness. The role supports the Assistant City Manager in maintaining financial integrity, fiscal accountability, and budget adherence across all grant and contract activities. In addition to its primary financial responsibilities, this position works in coordination with the Contract Coordinator as part of the City’s grant and contract management team. While the Contract Coordinator focuses on contract development, documentation, and programmatic administration, this position provides the financial oversight and fiscal controls necessary to ensure projects remain aligned with approved budgets and funding requirements. Together, the positions support leadership through coordinated planning, tracking, documentation, and reporting.

Requirements

Minimum three (3) years of experience in accounting, grant administration, project accounting, or financial administration required. Experience in governmental, municipal, or public sector financial operations preferred.
Experience with fund accounting, grant reimbursement processing, budget tracking, and financial systems such as Naviline or similar ERP systems preferred.
Experience with grant reimbursement processing and audit preparation preferred.
Must be able to demonstrate the ability to review financial documents, identify discrepancies, and ensure accuracy in data entry and reporting.
Must be able to work independently with minimal supervision while meeting established deadlines.
Must be able to collaborate effectively with City departments, vendors, and leadership to resolve financial or budget-related issues.
Must be able to demonstrate sound organizational skills and the ability to manage multiple projects simultaneously.
Must be able to maintain confidentiality of sensitive financial and grant-related information.
Must be able to interpret and apply grant guidelines, contract terms, and financial policies.
Relevant degree in Accounting, Finance, Business Administration, Public Administration, or related field preferred; or an equivalent combination of education and/or directly related experience.
Must be at least 18 years or older

Nice To Haves

Certified Government Finance Officer (CGFO) or Grant Management certification preferred but not required.

Responsibilities

Ensures pre-bid estimates are on file prior to bid and proposal submission deadlines and conducts cost and price analysis prior to contract awards.
Identifies grant deliverables for performance tracking and billing systems and ensures expense and project codes are properly assigned for accurate project accounting.
Enters and maintains financial data in the City’s financial system and the contract/grant database systems.
Records and tracks deliverables, expenditures, payments, reimbursements, and match requirements.
Oversees project accounts to ensure accurate City’s financial system posting and timely processing of vendor payments.
Monitors projects for budget adherence, cost control, and cost effectiveness.
Performs cost and price analysis as required for procurement and contract compliance.
Conducts quarterly and routine reconciliations of project and grant accounts.
Oversees financial administration of grants, ensuring proper documentation, timely reimbursement requests, and compliance with approved budgets.
Maintains comprehensive financial records of contract payments, grant expenditures, required match expenses, and reimbursements in accordance with records retention requirements.
Assists with identification of financial amendments, change orders, task orders, extensions, renewals, and financial disputes.
Collaborates with City departments to address project budget needs, including overages and shortfalls.
Provides technical assistance and guidance to City departments and contractors regarding project accounts and budget compliance.
Prepares financial documentation for quarterly, annual, fiscal year-end, and grant close-out reporting.
Assists with preparation of City Council agenda materials related to contract and grant financial matters.
Prepares financial reports, charts, graphs, tables, and written summaries for leadership review.
Assists with internal and external financial audits related to grant and contract activities.
Participates in training and professional development related to contract, grant, and project accounting best practices.
Provides backup support to the Contract and Grant Project Compliance Coordinator as assigned.
Provides backup support to the Contract Coordinator as assigned to ensure continuity of operations.
Assists the Contract Coordinator with cross-functional contract and grant administration tasks as needed.
Collaborates with the Contract Coordinator to identify process improvements and ensure coordinated project tracking and reporting.
Assists with development and refinement of internal processes related to contract, grant, and project accounting.
Assists with development and implementation of City policies related to contract and grant financial compliance.
Performs other related duties as assigned

Benefits

100% employer-paid health insurance for employee-only coverage and 60% employer-paid health coverage for eligible dependents.
100% employer-paid long-term disability coverage
$25,000 in employer-paid life insurance.
Additional affordable voluntary benefits are available, including supplemental life insurance, dental, vision, accident, cancer, and AD&D coverage.
Employees enrolled in Florida Blue also have access to additional wellness benefits such as discounted gym memberships, health and fitness programs, preventive care incentives, and other member discounts offered through the insurance provider.
The City participates in the General Employees’ Pension Plan (mandatory 10% employee contribution), which provides a 10-year vesting period, full retirement eligibility at 25 years of service or at age 65, and an optional 457(b) retirement investment plan.
Optional 457(b) plan with an employer match of up to 7 percent.
Accrued paid vacation, sick leave, and holiday time and observe the City’s paid holidays, which include: New Year’s Day Martin Luther King Jr. Day Memorial Day Juneteenth Independence Day Labor Day Veterans Day Thanksgiving Day & the day after Thanksgiving Christmas Eve, Christmas Day One personal day
Full-time employees are also eligible for overtime pay or compensatory time in accordance with City policy
Eligibility to annual merit increase (1-3%) in addition to annual Cost of Living Adjustments
Employees also have access to the City’s Employee Assistance Program, which provides confidential 24/7 counseling availability, short-term mental health support, legal and financial services, resource referrals, and crisis assistance.
In addition to the EAP, the City provides up to three free sessions per year with a local licensed therapist with specialties suited to the employee’s needs.
Depending on the position, full-time employees may also be eligible for job-specific allowances such as the safety boot allowance-up to $200 annually.
The City additionally offers up to 100% tuition reimbursement for approved coursework in accordance with City policy.
As well as job-specific certifications and training.